If you have an AccessAlly site set up, but you plan to switch CRMs or automation marketing platforms, this guide will walk you through the process.
AccessAlly integrates with many CRMs, and allows you to migrate to a different CRM without having to change your membership site plugin or set up. Keep reading to find out how to have a smooth migration!
Step 1: Re-Create Your CRM Tags
Recreate all the tags in the new CRM to match the old ones. Ideally, all the tag names should be identical (ie. with the same upper / lower cases).
Step 2: Import Email Contacts
Next, move your contact list from one CRM to the other. You will want to preserve all custom field values and tags.
For more detailed instructions on exporting and importing contacts, take a look at the CRM you’re moving away from and the one you’re importing into.
Some of these companies also offer the ability to import your contacts for you, if you have a large enough database.
Note: Unless you’re locking down your old CRM (ie. do not take any new opt-ins during the migration process), you will need to do a “catch-up” migration for the new contacts added between when the migration started and when you are ready to go live with the new CRM.
Step 3: Re-Create Your Emails & Automations
Next, it’s time to automation campaigns into the equivalent sequences in your new CRM.
You will likely need to set these up manually, since there isn’t an automated method to transfer campaigns from one CRM to the other.
This task can be very complex, and if you are not comfortable with the new CRM, you might want to hire a developer to help with this.
You may be wondering if the HTTP Post or Webhook URLs will stay the same when switching CRMs, and the answer is yes. The exact same URLs are used no matter which CRM you’re using, so the transition from one to another is just a direct mapping of campaigns.
NOTE: Pay special attention when creating your automations. Contacts who are mid-way through the campaigns in one CRM will not be pleased if they start receiving duplicate emails as soon as you set up your automations on the next CRM!
Step 4: (Optional, but highly recommended) Clone Your AccessAlly Site
Clone your current AccessAlly site to a development / staging one. (Tutorial here.)
We do NOT recommend doing the migration on your live site. Instead, you should clone your current site, so you can perform the migration without affecting your existing clients. Please email us the staging site URL, as the AccessAlly license is site-specific, and we need to update our system to allow the 2-site exception.
Step 5: AccessAlly Settings
5.A – Switch AccessAlly Integration Settings
Next you will switch your “integrated CRM” inside AccessAlly, and update your API keys for the new CRM by going to AccessAlly > General Settings. (Tutorial here).
5.B – Sync Page Permissions
Sync the page permissions in AccessAlly Permissions -> Update Pages. If all the tags were migrated verbatim, then this process should be able to match all the page permission tags.
5.C – Migrate Users With the AccessAlly Migration Wizard
Use AccessAlly’s Migration Wizard to sync your membership site contacts with your new CRM.
This will refresh Member IDs and make sure all your contacts have logins and the proper permissions in AccessAlly – and are totally synced with your new CRM.
5.D – Review Tags & Custom Fields
Go through all the AccessAlly setting pages to make sure the tags / custom fields are using the new CRM ones.
5.E – Update Purchase Data
Purchase data. If you have clients with active subscriptions, you will need to manually update their contact ID to the new one.
This can be time consuming if you have a lot of active orders.
Here is the AccessAlly add-on to help you modify the internal AccessAlly data: https://access.accessally.com/accessally/accessally-add-ons/modify-contact-id-for-existing-order-subscription/
Once you’ve run the Migration Wizard, make sure to send them a welcome email with new login details, if necessary.
Step 6: (Optional) E-Commerce & Order Form Setup
If you already use AccessAlly’s order form system, you won’t need to make any changes here to migrate.
However, if you were using the CRM’s built-in order forms or another system and you’d like to transition over to AccessAlly order forms, you can find the full tutorial here.
Step 7: Test
Test, test, and then test again.
A migration is a massive endeavor. There will always be unexpected issues, and the more you test, the less “bumps” you’ll hit when you go live.